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					        On-Boarding

http://www.udel.edu/onboarding
                                                            On-Boarding



                               Agenda
.   On-Boarding Process
.   Instructional Guide to NEW On-Boarding Forms (Part 1)
.   Break
.   Instructional Guide to NEW ON-Boarding Forms (Part 2)
.   Break
.   Funding for Positions
                                                                On-Boarding


           What is On-Boarding All About?
   On-Boarding is a centralized process for new employees to complete all
 required paperwork with the goal of successfully integrating new employees
       into UD‟s organizational culture with less stress and less errors.


                   What are the Benefits?
1. Consistent and effective process to welcome new employees to the
    University creating a positive first impression!
2. More timely entry into the Payroll and Benefit systems!
3. Less missed pay!
4. More efficient process with less duplication of effort!
5. Quicker process for Colleges and Departments to grant new employees
    access to systems and applications that utilize HR data for security!
                                                     On-Boarding


          Who‟s Responsible for Whom?
Office of Human Resources Centralized On-Boarding:
1. Benefited Employees
2. Post Doctoral Fellows
3. Graduate Students on Contract

HR Liaisons Departmental Responsibility:
1. Miscellaneous Wage Employees
2. Supplemental Faculty and Professionals
3. Undergraduate Students
4. Graduate Student Labor(not on Contract)
5. Non-Paid Employees(Adjuncts)
                                                              On-Boarding

              On-Boarding Welcome Packet Will be Mailed to
              Benefited Employees and Post Doctoral Fellows
         (the scheduled date of On-Boarding will be in this packet)

 Graduate Students on Contract will have Online Welcome Information




Check List                                                    Graduate Contract


                                 Welcome Letter




Local Maps                                                 Additional Information
                                                           On-Boarding

          Current Dates for Group On-Boarding of
               Graduate Students on Contract
                       set up by the
       Office of Graduate and Professional Education
  July 15, 2009 – ELI/ITA, Perkins Student Center(Rodney Room),
  8:30 a.m.
  August 25, 2009 – Domestic Teaching Assistants, Trabant Multi
  purpose Room A-C, 12:00 noon
  August 27, 2009 – All Other New Graduate Students on Contract,
  Daugherty Hall in Trabant, 8:30 a.m.

On these dates, HR will be partnering with college representatives to
  ensure students are On-Boarded in a timely manner .
                                                         On-Boarding

   What can new employees do before their On-
           Boarding session with HR?
   1. Review the Welcome Packet
   2. Complete the following forms:
       a. Quick Bio
       b. Employee Demographic Data Form(EDD)
       c. W-4 Form
       d. Direct Deposit Form
       e. Bayh-Dole Act-Agreement to Assign
   3. Collect documentation as described on the Checklist
   4. Prepare any questions for HR

Foreign Nationals must go to the Office of Foreign Students & Scholars
                     upon arrival for I-9 processing
                                                         On-Boarding


               What will happen in HR?
1. New hire should arrive promptly at scheduled On-Boarding time.

2. If Quick Bio, EDD, W-4 or Direct Deposit are not completed, new
   hire should use an available KIOSK to complete forms.

3. Meet with the On-Boarding Coordinator to complete hiring
   documents.

4. Foreign Nationals must also meet with the Foreign National
   Coordinator to verify visa and residency status.

5. Benefited employees will meet with the Benefits Coordinator.
                                                      On-Boarding


           Quick View of On-Boarding


                                         Benefited
            New Hire      New Hire
New Hire                                 New Hire        New Hire
           completes      arrives at
receives                               attends New       is ready
           Quick Bio   scheduled On-
Welcome                                 Employee           to be
            and Web       Boarding
 Packet                                 Orientation       paid!!
             Forms      appointment
                                           (NEO)
•   The link for this web
    page will be included in
    the new hire‟s
    Welcome Packet
•   The web site also
    contains additional
    information for HR
    Liaisons
•   HR Liaisons will
    need to
    complete and
    return this form
    to HR before the
    date of hire.
•   This form
    contains
    information that
    HR Liaisons use
    to complete on
    the New Hire
    JED. In order
    for HR to
    complete the
    New Hire JED
    this information
    is required.
           On-Boarding


•   The link to the menu
    page will be included
    in the Welcome
    Packet for new hires if
    they wish to complete
    this at home. We will
    also make this the
    home page on the
    kiosks in Human
    Resources.
•   A new hire will begin
    by selecting “Start
    Here”.
         On-Boarding


•   The Quick Bio captures
    basic information in order
    to create a UD ID and pin
    in the Student System.
•   Note: All UD employees
    must first have a UD ID in
    the Student System
    before being added to the
    Payroll system.
•   E-mail is optional and if
    entered, would be a new
    employee‟s personal e-
    mail. A new employee
    cannot enter in their UD e-
    mail address because e-
    mail access continues to
    be an overnight process
    as well as the ability to
    receive a UD ID card.
          On-Boarding


•   The second step of
    the Quick Bio is
    where the new hire
    will set their pin. If
    the new hire already
    exists in the Student
    System the following
    message will appear.
           On-Boarding


•   The new hire can call
    the Registrar‟s office
    to learn about their UD
    ID and to change their
    pin if they are not on
    campus. If they are in
    Human Resources
    completing the Quick
    Bio, we will have the
    ability to help the
    person change their
    pin. If the new
    employee is with a
    departmental liaison,
    please call the
    Registrar‟s office at
    (302) 831-2132 to
    have their pin
    changed.
            On-Boarding


•   If the new hire does not
    exist in the Student
    System, they will go to the
    next page which will
    display their new UD ID.
    In order for the new hire
    to return to the main
    menu, they need to close
    the Quick Bio window by
    selecting the “X” in the top
    right hand corner.
           On-Boarding


•   The next step for the
    new hire will be to Log
    in with their new UD
    ID and Pin. The link
    on the menu page will
    take the new hire to
    the CAS Login
    Screen.
           On-Boarding


•   The new hire will need
    to enter their UD ID
    that they received at
    the end of the Quick
    Bio and their pin.
    Once they have
    entered their ID and
    pin and selected
    Submit, they will return
    to the menu page.
            On-Boarding


•   The next step is for the
    new hire to “Tell Us
    About Yourself”. This
    link will take the new
    hire to the Employee
    Demographic Data
    Form (EDD).
•   The EDD is the same
    form for both NEW and
    EXISTING employees.
        On-Boarding


•   The first page of the
    EDD requires the
    new hire to enter
    their Employee ID
    which is their UD ID
    that they received at
    the end of the Quick
    Bio.
                 On-Boarding


•   The second page will have
    fields populated with any
    information that was
    captured from the Quick Bio
    such as address. The
    fields are editable if the new
    hire notices an error or
    needs to make a change to
    their data.
           On-Boarding



•   The third page will
    have fields populated
    with any information
    that was captured
    from the Quick Bio
    such as date of birth
    and gender.
             On-Boarding

•   On the fourth page, the new hire
    needs to indicate their Highest
    Education Level and school
    information if applicable. This
    information will update Peoplesoft
    in Human Resources.
•   To add a degree one must select
    Add a degree and enter the
    required information. After
    entering the information one
    needs to select Submit. The
    information will then appear in the
    section below called Changes
    requested.
•   In order to change or cancel this
    information there are cancel and
    change buttons.
•   You will see this add, edit and
    delete feature on the next several
    pages.
•   Note: If an unknown school is
    chosen, you must enter the
    actual name of the school in
    the comments of the EDD form.
           On-Boarding



•   On the fifth page, the
    new hire has the
    opportunity to enter
    language information.
    This information is not
    required, but if entered
    will update Peoplesoft
    in Human Resources
    and Grants.
           On-Boarding



•   On the sixth page, the
    new hire has the
    opportunity to enter
    licenses and
    certificates. This
    information is not
    required, but if entered
    will update Peoplesoft
    in Human Resources.
           On-Boarding


•   On the seventh page,
    the new hire can enter
    any honors and
    awards. This
    information is not
    required, but if entered
    will update Peoplesoft
    Grants.
           On-Boarding



•   On the eighth page,
    the new hire has the
    opportunity to enter
    any membership
    information. This
    information is not
    required, but if entered
    will update Peoplesoft
    in Human Resources
    and Grants.
            On-Boarding



•   On the ninth page, the new
    hire has an opportunity to
    enter publication
    information. This
    information is not required,
    but if entered will update
    Peoplesoft Grants.
           On-Boarding



•   On the tenth page, the
    new hire has the
    opportunity to enter
    information regarding
    lectures. This information
    is not required, but if
    entered will update
    Peoplesoft Grants.
           On-Boarding


•   On the eleventh page, the
    new hire can enter
    collaborations. This
    information is not
    required, but if entered
    will update Peoplesoft
    Grants.
            On-Boarding


•   On the twelfth page, the
    new hire has the
    opportunity to enter prior
    work experience. This
    information is not required,
    but if entered will update
    Peoplesoft in Human
    Resources and Grants.
           On-Boarding


•   On the thirteenth page,
    the new hire can enter
    keywords. This is not
    required, but if entered
    will update Peoplesoft
    Grants.
            On-Boarding


•   On the fourteenth page,
    a new hire can enter
    information regarding
    advisors and advisees.
    This information is not
    required, but if entered
    will update Peoplesoft
    Grants.
            On-Boarding


•   On the fifteenth page, a
    new hire can enter
    information on the
    Experts page. This is
    not required, but if
    entered will update the
    Experts Database used
    by the Office of
    Communications &
    Marketing.
        On-Boarding


•   On the sixteenth
    page, the new hire
    will select Finish &
    Submit. New Hires
    completing the
    Employee
    Demographic Data
    form will be routed
    directly to HR.
    Changes for
    existing employees
    will continue to be
    routed through the
    employee‟s
    supervisor as they
    are today.
       On-Boarding


•   The new hire is
    now at their web
    forms In Basket
    and in order to
    return to the Main
    Menu, they need to
    close the window
    by selecting the “X”
    in the top right
    hand corner.
          On-Boarding


•   You will notice that a
    check mark appeared
    next to “Tell Us About
    Yourself” to indicate that
    the Employee
    Demographic Data form
    has been completed.
•   The next step is for the
    new hire to complete
    their W-4.
                  On-Boarding


•   The W-4 is a new web form which
    will be used for new hires as well
    as changes for current
    employees. This will replace the
    current paper form.
                            On-Boarding




Note: There is an online link to a W-4 Tax
Worksheet to help the employee determine
their exemptions.
                           On-Boarding

•   This form includes a NEW electronic
    signature feature titled Certification. The
    employee must agree to the certification by
    choosing “I agree” from the drop down box
    and then must type their name as it appears
    at the top of the form.
•   Standard web form routing gives one the
    ability to add additional approvers. Additional
    approvers are NOT required for the W-4.
•   After selecting Finish and Submit, the new
    hire will need to close the W-4 window by
    selecting “X” in the top right corner to return
    to the New Employees Main Menu.
                          On-Boarding




•   Once Payroll has approved the W-4
    and the employee has received their
    copy, a printer friendly version is
    available.
                               On-Boarding
•   The change W-4 displays the Date of the
    Last Change and the current tax elections.
    The form has a field asking for the date the
    change will take effect.
•   If the Date of Last Change is prior to
    today‟s date, the effective date on the W-4
    must be today‟s date plus at least one day.
    For example, if the Date of Last Change is
    December 31, 2008, my W-4 effective date
    must be today plus at least one.
•   If the Date of Last Change is a future date,
    the effective date on the W-4 must be the
    Date of Last Change plus at least one day.
    For example, if the Date of Last Change is
    August 1, 2009 my W-4 effective date must
    be August 2, 2009 or later.
•   Standard web form routing gives one the
    ability to add additional approvers.
    Additional approvers are NOT required for
    the Change W-4.
              On-Boarding


•   You will now notice that a
    second check mark
    appeared beside the W-4
    to indicate that it has
    been completed.
•   The new hire can now
    complete the Direct
    Deposit form by selecting
    “Specify Your Payroll
    Deposit Account.”
                  On-Boarding

•   The Direct Deposit is a new web
    form which will be used for new
    hires as well as changes for
    current employees. This will
    replace the current paper form.
•   There is a new feature in many
    of the web forms called “Add
    Line.” This feature was
    developed by IT to save space
    on web form pages.
•   In this example if an employee
    wants to add a third bank
    account, they would select „Add
    Line‟ and the appropriate fields
    would display for them to enter
    their information. If a bank
    account line needs to be
    removed, the employee would
    select the delete Action.
•   Note: If a bank is not currently
    on file with Payroll, the employee
    will need to contact Payroll.
                    On-Boarding

•   This form includes a NEW electronic
    signature feature titled Certification. The
    employee must agree to the certification
    by choosing “I agree” from the drop down
    box and then must type their name as it
    appears at the top of the form.
•   Standard web form routing gives one the
    ability to add additional approvers.
    Additional approvers are NOT required
    for the Direct Deposit.
•   After selecting Finish and Submit, the
    new hire will need to close the Direct
    Deposit window by selecting “X” in the
    top right corner to return to the New
    Employees Main Menu.
                                 On-Boarding

•   The change Direct Deposit displays the Date of
    the Last Change and the direct deposit
    information. The form has a field asking for the
    date the change will take effect.
•    If the Date of Last Change is prior to today‟s date,
    the effective date on the Direct Deposit must be
    today‟s date plus at least one day. For example, if
    the Date of Last Change is December 31, 2008,
    my Direct Deposit effective date must be today
    plus at least one.
•   If the Date of Last Change is a future date, the
    effective date on the Direct Deposit must be the
    Date of Last Change plus at least one day. For
    example, if the Date of Last Change is August 1,
    2009 my Direct Deposit effective date must be
    August 2, 2009 or later.
•   Standard web form routing gives one the ability to
    add additional approvers. Additional approvers
    are NOT required for the Change Direct Deposit.
                On-Boarding


•   You will now notice that a third
    check mark appeared beside
    the Direct Deposit to indicate
    that it has been completed.
•   The next step on the menu is
    Additional Tax Withholdings.
    This is optional.
•   If the new hire does not
    choose to have Additional Tax
    Withholdings, they can
    proceed to the Bayh-Dole Act
    Memo.
            On-Boarding


•   After selecting Finish
    and Submit, the new
    hire will need to close
    the Additional Tax
    Withholding window by
    selecting “X” in the top
    right corner to return to
    the New Employees
    Main Menu.
    On-Boarding

•   You will now
    notice that a
    fourth check
    mark appeared
    beside the
    Additional Tax
    Withholdings to
    indicate that it
    has been
    completed.
•   The next step on
    the menu is the
    Bayh-Dole Act –
    Memo.
           On-Boarding

•   The Bayh-Dole Memo
    defines the federal
    requirements regarding
    employees who engage in
    federally funded research
    and who must disclose
    any patentable inventions
    that have been conceived
    in connection with their
    work at the University.
•   After reading the memo,
    the new hire needs to
    select the “X” in the top
    right hand corner in order
    to return to the New
    Employees Main Menu.
          On-Boarding



•   There is now a check
    mark next to the Bayh-
    Dole Act Memo to
    indicate that the memo
    has been opened and
    read.
•   The next step is for
    the new hire to print
    and then sign the
    Bayh-Dole Act –
    Agreement to Assign.
    The new hire must
    bring this form to
    Human Resources.
                  On-Boarding

•   The Bayh-Dole Act -
    Agreement to Assign states
    that the employee must
    disclose inventions conceived
    while doing sponsored
    projects at UD. All
    employees must print and
    then sign this form.
•   After printing the form and
    signing it, the new hire needs
    to select the “X” in the top
    right hand corner in order to
    return to the New Employees
    Menu.
•   This form must be brought by
    the new hire to UD.
            On-Boarding

•   There is now a check
    mark next to the Bayh-
    Dole Act – Agreement to
    Assign. The new hire can
    now log out of the menu.
•   If the new hire has
    completed these forms
    prior to arrival at UD, the
    forms will “wait” in a
    holding tank until an HR
    representative approves
    them. This could be the
    On-Boarding Coordinator
    at a scheduled session or
    the HR Analyst after a
    department has submitted
    the Job Data Form. It will
    depend on what type of
    employee is being hired.
    On-Boarding


•   The new search
    feature allows you
    to search on
    multiple fields.
•   Only one field
    needs to be
    completed to use
    the search.
•   When the search
    is performed it
    now uses
    “contains” instead
    of “begins with”.
    This will bring
    back more results.
    On-Boarding


•    When I entered
     marketing in the
     description this
     was the result.
•    Note that it now
     lists the number
     of results
     returned
     “Results 1-10 of
     19”.
•    In order to see
     additional
     results, you will
     need to select
     the numbers in
     the top right
     hand corner.
                    On-Boarding


HR JOB DATA (JED)
On-Boarding
           On-Boarding

•   If the Employee Group
    selected is Grad on
    Contract, a new field will
    appear. The Req ID of
    the graduate contract web
    form when entered will
    link to the Grad Contract
    and Grad Funding Forms
    to provide the contract
    dates and funding
    information for the new
    hire.
            On-Boarding

•   For I-9, when yes is chosen, a
    field called I-9 Date will
    appear and must be
    completed.
•   An international new hire will
    go to the Office of Foreign
    Students & Scholars to
    complete their I-9 paperwork.
    OFSS will send completed I-
    9s to HR on a daily basis.
•   For working papers, if yes is
    chosen a field called Working
    Papers Date will appear and
    must be completed.
•   You must select a radio
    button for Position number or
    for Job Code. Once you have
    selected the appropriate
    button, a secondary field will
    appear. You must enter a
    corresponding Position
    number or Job Code.
       On-Boarding


•   Bargaining Unit
    used to be a yes or
    no field. Now you
    must choose an
    option.
•   UD Chapter AAUP
    – Full Time Faculty
•   Local 3472 –
    Members of
    AFSCME Local
    3472
•   Local 43 –
    Members of
    AFSCME Local
    439
•   None – All other
    employees
       On-Boarding


•   The FICA status
    field is now a drop
    down with the
    options of Subject,
    Exempt, and
    Medicare Only. If
    Medicare Only is
    selected, proof is
    required that they
    are a Federal or
    Medicare exempt
    employee. All
    other new hire
    employees are
    Subject.
                    On-Boarding


•   There is a new drop down
    called “Earnings Distribution
    Type”. The choices in the drop
    down are By Amount, By Hour,
    By Percent and None.
•   By Amount is for SRGs, Post
    Doctorate Fellows and
    Graduates on Contract
•   By Hours is for BAFs, AFSCME
•   By Percent is not used
•   None is used for all other
    employees
•   The Distribution section of the
    JED is now incorporating the
    feature of Add Line.
    On-Boarding


•   Step 1: Enter
    the Earnings
    Code,
    SpeedType,
    Class, User
    field (if
    applicable)
    and the
    Amount.
•   Step 2: Select
    Add Line.
      On-Boarding


•   Step 3: Enter the
    Account
           On-Boarding



•   Forms for new hires
    processed by Human
    Resources (Benefited,
    Post Doctoral Fellows
    and Graduate
    Students on Contract)
    will route directly to
    HR. Forms for all
    other types of
    employees handled by
    HR Liaisons will route
    through departmental
    approvers as they do
    now.
                                                          On-Boarding




Once the JED is approved by HR, the update process begins.

Behind the scenes, the JED will then collect the information from the
  EDD, W-4, Direct Deposit and Additional Tax to update Peoplesoft.
                     On-Boarding


BENEFITS   •   If the new hire is a
               benefited employee they
               can now return to the
               New Employees Main
               Menu to log in.
           On-Boarding


•   Only benefited new
    hires will see the link
    for the Flexible
    Spending Account.
         On-Boarding


•   Everyone must
    complete a Flexible
    Spending Account
    election before they
    can enroll in their
    Flexible Benefits. If
    the employee wishes
    to waive FSA, 0
    (zero) should be
    entered in both My
    Annual Contribution
    fields.
           On-Boarding


•   New hires will
    immediately see this
    confirmation page
    once they submit their
    elections.
•   To return to the main
    menu they will need to
    select Exit.
           On-Boarding


•   A check mark now
    appears indicating that
    the FSA has been
    completed. The next
    step is to select
    Flexible Benefits.
          On-Boarding


•   On page one, the new
    hire can enter their
    dependents by
    selecting “Add a new
    dependent” or they
    can select next step.
            On-Boarding


•   To add a dependent a
    new hire must provide
    Name, Relationship
    and Date of Birth and
    then select the link to
    add the dependent.
•   Dependent information
    currently does not
    update Peoplesoft and
    must by manually
    keyed.
On-Boarding
           On-Boarding


•   An enrollment section
    has been added for
    Blood Bank.
                 On-Boarding



•   Please note that the Review
    page includes the FSA
    elections
                   On-Boarding


•   Once Exit is selected, the new
    hire will return to the New
    Employees Main Menu.
•   Now the employee must turn in
    any supporting benefit
    documentation to the Benefits
    office.
             On-Boarding

•   The new hire now must
    Log Out and the On-
    Boarding process is now
    completed!!!!!!
           Onboarding Process Completed…
               What Does That Mean?

• In the HR system and is ready to be paid
• Access to systems they need to perform their job may be requested
• If they made their benefit elections there will be no delay in
  coverage
• Ability to go to Public Safety to sign up for a parking permit
• Next day they will have an e-mail account
• Next day the ID system is ready for them to get an ID card
                                                                      Position


                     Position Changes
 Due to RBB (July 1) – HR will now be maintaining the funding for Positions
 We created a process that will update the Position funding from the current
  incumbent's funding on the JED. We will be running this on a regular basis.
 The process uses the Full Time Annual Rate and FTE from the JED to update
  Position
 For Positions that do not have funding information and do not have a current
  incumbent, we are researching the funding
 Departments will have the option to not have the Position funding updated with
  the funding on the JED
 Reports are being created by Institutional Research comparing the HR position
  funding to financial data. These reports will be available soon.
                                     Position


Position Change Form


Created a new field “Update
Funding with Job Information”
This field is a dropdown with yes
or no
Currently all positions will be
updated by the funding on the JED
A position change form needs to
be completed if the department
does not want the funding to be
updated
                                       Position



Position Web View


In the position detail the new field
“Update Funding with Job
Information” will display “Y” or “N”
              Questions and Contact Information
           This presentation is available at http://www.udel.edu/onboarding

    Let us know how things are going. If you encounter ANY problems, please let
                     us know right away at hr-onboard@udel.edu


                      and There‟s More to Come!
    New Training sessions for Fall as a result of the Training Surveys
    “New” New Employee Orientation(NEO) Process
    Long Term Care – changing vendors, more information available in the Fall
    403b web form
    BTA merit increases-Vice Presidents, Deans and Directors will be notified by
     6/26/09-you should hear soon after

				
DOCUMENT INFO
Description: Hr Bio Data Form document sample